Hotel Accommodations

When making hotel reservations for a conference, many times the conference host will have made special arrangements with a hotel for a bargain rate. Make sure to reference this information when making the reservation.

Please note: many hotels do not accept purchase orders for payment. Before making any reservations ask if they accept purchase orders. You may need to speak with the Front Desk Manager or the Accounting Department to find out this information. If they will accept a purchase order then after you make your reservation you will need to fax them a copy of your purchase order. In most cases you may still need to provide a credit card number to hold the room, just make sure they do not bill your card at check in.

If the hotel does not accept purchase orders then you will need to have the hotel provide you with an original invoice to process a check for payment. Remember that the invoice cannot be a copy, faxed, or emailed; the USG Business Office can only process a check off an original invoice. So have the hotel mail it to the USG Business Office. The invoice needs to list: